Recruiting Admin Assistant

Role Title: Recruiting Assistant

Attention: Do not apply through Indeed or you won’t receive a response.

Apply through this Job Application Form: https://forms.clickup.com/9011117614/f/8chnfhe-7811/L2W1VK9RWWZQ3RFKR0

The Ideal Candidate:
We’re looking for a driven professional with uncompromising standards—someone who values integrity, embraces self-criticism, and has a knack for problem-solving and value creation.

This role is not for the faint of heart. You’ll collaborate closely with our co-founder, who embraces first-principles thinking, iterates relentlessly, and holds himself and those around him to ever-increasing standards. If you prioritize work-life balance, boundaries, or a “good enough” mindset, our projects won’t be the right fit for you.

You should find energy—not exhaustion—in fast-paced feedback loops, an iterative process, and the pursuit of better. A sharp eye for detail, personal accountability, and a hunger for continuous improvement are essential. If you’re dependable, adaptable, motivated, and energized by an entrepreneurial startup work environment, we want to hear from you.

Summary of the Role:

The remote Recruiting Assistant is primarily responsible for providing recruitment support, information administration, and leveraging Artificial Intelligence to enhance operational efficiency throughout the end-to-end recruitment process.

You will be pivotal in building, testing, iterating, and refining recruitment-related workflows, SOPs, and guidelines. From sourcing candidates to maintaining our applicant tracking database and updating internal job descriptions, you will be the champion responsible for ensuring the accuracy and completeness of all recruitment information across the process.

In this role, you’ll be a versatile “jack/jill-of-all-trades,” reading between the lines, anticipating needs, and proactively finding solutions across a variety of ad hoc projects and tasks.

You will collaborate and iterate closely with Key Internal Stakeholders (KIS) to define deliverables, set timelines, and ensure recruiting efforts align with company goals. Collaboration will typically take place over Slack and Zoom video meetings with cameras on and occasional recording and screen sharing when needed.

Once the goals are set, you will take ownership of executing the work and be responsible for delivering results within the agreed-upon parameters and timelines. Knowledge transfer, transparency, and timely communication with all relevant stakeholders will be critical to ensure effective collaboration and seamless participation.

By working in partial overlap with Key Internal Stakeholders and communicating both directly and asynchronously, you will efficiently incorporate feedback and initiate next steps—freeing up their time and bandwidth.

Attention: Please do not apply if you can’t or won’t follow explicit instructions. We evaluate attention to detail at every stage of our hiring process.

• You are being assessed from the moment you read this sentence until hiring. Every email, file name, meeting, follow-up, deadline, etc. assesses your attention to detail and follow-through. If you fail to demonstrate this from the outset, you will not receive a response—saving both your time and ours.
• We rarely send reminders or correction prompts. If you notice you slipped, resend the corrected item on your own initiative. Silence from us likely means you’re eliminated until you self-correct.
• We expect most candidates will be turned off by this level of transparency and candor and will stop here—that’s by design. If you understand and appreciate why we operate this way and still proceed, you’re already demonstrating the judgment we value.

Compensation:

• Pay Rate: 115,000 IDR Per Hour
• No Benefits: This is an independent contractor role; therefore, no additional benefits are provided.

Work Schedule & Availability:

• Estimated Weekly Hours: 20-30 based on company needs and workload.
• Flexible Hours: Structure your work schedule to meet agreed outcomes while maintaining effective communication and alignment with stakeholders.
• Meetings & Communication: Be available for meetings and discussions as needed, typically within 14:00 - 16:00 PST.
• Meeting Frequency: Meetings are scheduled as needed, depending on the evolving nature of projects.

About Us:

At Pet Awesome, we’re a small but ambitious e-commerce company specializing in pet products, currently serving our 4-legged customers (and their hoomans) in the USA and UK.

We’ve found product market fit with western women aged 25-54 who adore their small dogs as much as we do.

The projects we work on are often fun! The job comes with plenty of laughs and wagging tails as we solve problems for pets and rub human noses in the solution ;)

Our marketing isn’t just cheeky; we give pets a voice and share their perspective. To get a sense of our pet products and doggy personalities, check out our instagram @_PetAwesome_

Tail wagging and nose boops aside, we’re growing our geographically diverse and remote team of 10 dependable and adaptable “hooman” professionals who strive for continuous improvement and place integrity first.

If you share our passion for pets, have a head for business, and embrace a growth mindset, consider joining our pack to help us build a lasting doggy empire!

Key Responsibilities:

Recruitment Support:

• End to End Support: Support recruitment efforts throughout the end to end recruitment processes including: writing & updating internal job descriptions, sourcing, screening, reference checks, and onboarding tasks.
• Scheduling & Coordination: Arrange and coordinate virtual meetings and interviews with recruiters, hiring managers, key internal stakeholders, and candidates, ensuring alignment with recruitment timelines and objectives.
• Recruiting Information Management: Maintain comprehensive and up-to-date recruitment records & databases—including candidate interviews, assessments, evaluations, applicant tracking, responsibilities, competencies, and assessment questions—ensuring statuses, scores, and deliverables are consistently updated and linked at every stage of the recruitment process for complete accuracy and timely reference.

Artificial Intelligence:

• AI Integration: Identify opportunities & implement AI tools into various tasks & workflows to enhance operational effectiveness and efficiency.
• AI Management: Manage, maintain, and update AI tools, overseeing regular improvements, integrating and uploading relevant company documentation and ensuring intended outputs are performing as expected through testing & troubleshooting.

Operations Assistance:

• Time & Bandwidth: Free the time and bandwidth of the KIS and other applicable stakeholders as needed by taking over various tasks & projects—big or small—according to their guidance, ensuring all work moves forward with minimal delay.
• Deliverable Management: Contribute to reviewing, auditing, tracking and managing deliverables, ensuring hand-offs and quality standards are upheld, ownership is transferred and assets are organized and stored correctly.
• User Test: Implement and test new and evolving tactics which strive to optimize and refine our processes under the guidance of the PM/KIS. Uncover bugs & inefficiencies and provide feedback for refinement.
• Meeting Management Host & attend virtual meetings with various stakeholders as needed. Prepare, update and coordinate meeting agendas and virtual meetings in collaboration with the Manager.

Information Administration:

• File management: Manage various assets, deliverables, templates, documents and files following applicable policies and procedures ensuring naming, permissions and organization are accurate and up to date.
• Information Capture: Uncover and capture new & applicable information during communications with relevant stakeholders, to ensure existing documentation is accurate and up to date.
• Documentation Integration: Keep documentation & relevant assets bi-directionally linked and in sync across various platforms keeping information current, accurate and easy to navigate for relevant stakeholders.
• Documentation Development: Produce, update & maintain various forms of documentation including research, SOPs, briefings and guidelines ensuring accuracy and accessibility.

Expectations:

• Integrity First: Uphold personal and professional integrity and exemplify this to stakeholders. Identify and acknowledge conflicts of interest, correct mistakes proactively and uphold trust and reputation.
• Always Accountable: Convert commitments into measurable outcomes and own the results. Increase transparency ensuring alignment remains strong and actions meet expectations.
• Stakeholder-Facing Professionalism: Conduct all stakeholder video meetings with business-appropriate attire and a well-organized, distraction-free workspace.
• Dependability & Adaptability: Meet commitments, be reliable and supportive of stakeholders when needed, and give your best effort, even outside of typical days/hours. Adapt to changes in plans, priorities, strategies and approaches even if they’re outside of your role or skillset with minimal disruption.
• Continuous Improvement: Strive to exceed expectations, remain curious, and explore new tools, technologies, or strategies to enhance performance. Seek and offer constructive feedback, and pursue iterative improvements in processes and strategies.
• Timesheet & Invoicing: Maintain and submit an accurate timesheet on days worked that itemizes tasks, projects, and billable hours to ensure transparency and alignment with your invoicing.
• High Communication Standards: Provide regular updates and respond to messages promptly. Communicate clearly with attention to grammar, spelling, and detail, ensuring timely follow-ups. Ask clarifying questions to ensure mutual understanding and alignment of expectations.

Requirements:

Mandatory:

• Recording: Must be capable of recording yourself and others, with their consent, for various business purposes including meetings, demonstrations, instructions, and briefings, using video and audio tools. Your acceptance of this position implies your consent to these recording requirements.
• Professional Standards:
• Appearance: Wears suitable work attire for a professional setting which includes clean, wrinkle-free, business casual clothing for virtual meetings with stakeholders.
• Organized Workspace: Maintains an organized, quiet, well-lit, and private work space which prevents disruptions during meetings.

Experience:

• Chat GPT: Demonstrated proficiency with Chat GPT (or a similar AI tool), with awareness of potential risks and limitations. Must be able to use it to streamline tasks while exercising good judgment.
• Project Management Tools: Experienced and competent with Clickup or similar tools such as Trello and Asana with an ability to learn and get up to speed with Clickup promptly and on your own time.
• Recruitment Exposure: Hands-on or supporting experience in recruitment, writing job posts, candidate sourcing, or talent acquisition.
• Cross-Functional Experience: Broad professional experience with transferable skills such as (e.g., project management, executive assistance, administrative support, marketing associate, etc.)
• Data & Analytics Exposure: Ability to produce or interpret data-driven insights, reports, or dashboards (at least at an intermediate level), guiding operational or process decisions.
• Process Improvement & SOP Development: Experience documenting and refining workflows, SOPs, or operational processes, demonstrating an aptitude for identifying gaps and optimizing procedures.

Skills:

• Data Management Skill: Competent in organizing, managing and manipulating data with intermediate spreadsheet skill in Excel or Google Sheets, including filters, sorting, conditional formatting, formulas such as IF, Concatenate, and pivot tables.
• Fast Typing Speed: Capable of typing at least 60+ WPM for efficient note-taking, documentation and rapid communication.
• Attention to Detail: Maintains high accuracy in managing records, tracking deliverables, and organizing documentation—ensuring every detail is captured and aligned with process standards.

Preferred:

• Dog Ownership: Bonus points if you are a current or previous dog owner, send us a photo of your furry companion in your application to stand out!

Application Process:

Attention: Do not apply through Indeed or you won’t receive a response.

Apply through this Job Application Form: https://forms.clickup.com/9011117614/f/8chnfhe-7811/L2W1VK9RWWZQ3RFKR0

A good fit is important to us, so expect plenty of questions and a thorough assessment process as we get to know each other. We’re excited to hear from you!

Job Types: Part-time, Contract
Contract length: 6 months

Expected hours: 15 – 30 per week

Language:

• English (Required)